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Fleet Software

Don’t just be compliant… prove it

From IFRS16 and 9, to environmental legislation, Health & Safety and data protection, compliance is an increasingly important aspect for the fleet sector to get to grips with.

But being compliant is one thing, companies also need to prove it.

Compliance issues have an effect on the day-to-day operation and running of fleets. It also influences corporate governance and reporting, which is why it’s crucial to focus on data capture, plus ensuring completeness and consistency. The technology platform fleets use for this must provide flawless business rules management for maintaining governance; and helping turn this overhead into a business benefit.

Challenges concerned with documenting completed processes and maintaining a full audit trail remain, but this will be compounded by management of the touchpoints between all parties involved in fleet transactions in the future. Take the new WLTP measures, for example, which are being introduced to identify final values applicable to new registrations. This process will involve multiple steps and multiple stakeholders.

As a fleet management platform provider, our job is helping customers manage this risk on a global basis, especially as we treat market driven legal, fiscal and compliance-based enhancements as a priority.

An end to traditional fleet data entry

Fleet management software can eliminate most manual data entry tasks and other time-consuming back office administrative processes. The software stores information digitally and can then automate the transfer of data between integrated systems, as well as generating alerts on tasks that need actioning.

Chevin’s FleetWave software has the largest range of integrations available on the market. Having an open API enables it to integrate with vehicle specifications databases, transactions from fuel cards, report on fault codes and update odometer readings from telematics, pull costs from leasing providers and much more. Fleet managers can view all fleet information across one central platform, gaining visibility of all costs and performance.

A dedicated app, FleetWave Forms, permits drivers to capture data from the field, meaning an end to completing paper-based forms. It can remove the need to manually key in data, store paper receipts or use spreadsheets. FleetWave Forms can also capture images from accidents or for defect reporting processes and has geo-position capabilities to meet with compliance regulations.

Signatures for approval procedures, barcode scanning for stock management and of course text input fiends can be captured too. Problems such as illegible handwriting, missing or incomplete paperwork, s and the need for paper filing are all removed.

Cutting-edge software systems critical to fleet decision-making

Ensuring that fleet management software systems are at the cutting-edge of best driver & vehicle practices is critical for companies using vehicles for business purposes.

It is common practice for fleets to work with best-in-breed suppliers for individual fleet services, making a lot of sense from both a cost & quality of service perspective.

The challenge with having multiple suppliers is all management information can be fragmented. Customers typically use best-in-breed systems such as Jaama’s Key2 to collect appropriate data from individual suppliers & combine it into meaningful information giving a holistic picture of what is going on with their entire fleet of vehicles & drivers.

E.g. Jaama’s Key2 advanced driver risk profiling validates driving licences with the DVLA but Jaama recognise that there is more to understanding driver behaviour than just licence endorsements.

Key2 takes in data from accident management companies, fuel transactions, maintenance suppliers & telematics providers which combine to provide a holistic view of each driver and their driving behaviour.

MD Martin Evans said: “Much can be achieved with data to enable fleet managers to make informed decisions by understanding driver behaviour along with vehicle performance & utilisation. It is vital businesses have in place systems that take vehicle & driver information, digest it & produce meaningful strategic information.

Using Total Cost of Ownership to optimise vehicle selection

According to PricewaterhouseCoopers (PwC), only 32% of companies offering company cars use Whole Life Cost (WLC) or Total Cost of Ownership (TCO) calculations to determine the true lifetime cost of the vehicles they select to add to their fleets. The reason is that most Small Medium-sized Businesses (SMBs) find it prohibitively expensive to buy the annual fleet management software licenses they need to gain access to comprehensive TCO calculations.

The ODO TCO calculator also builds in the tax implications of new vehicle selections including true bottom-line cost due to Blocked VAT, Corporation Tax Relief etc. ODO has partnered with Cap hpi to give you access to the market’s most accurate and up-to-date used vehicles valuations when the time is right to offload fleet vehicles.

One estimate by Deloitte Consulting puts savings per vehicle across a typical three-year life of a company car at up to £1,200 if managers can make fleet vehicle selections based on accurate TCO estimates. That could amount to more than a £5,000 saving each year for SMB fleets of just 13 vehicles. Which SMB fleet manager plans to leave that kind of money on the table in 2019?

Need to keep an eye on your Assets? Send in the Ogre

Digital transformation remains an illusion for the vehicle hire industry as the present offerings deliver only an element or two of the jigsaw leaving hire companies to manage multiple systems and constantly knit data together.

Ogre is an integrated business solution for vehicle hire companies. Ogre encompasses sales, purchase, rental, leasing and service management with a technology framework rooted in mobility, telematics, social commerce and analytics.

Running on Cloud based Microsoft Dynamics 365 platform Ogre transforms business processes and helps you to truly HIT REFRESH and stay ahead. The solution keeps a constant eye on your assets, empowers the business and helps achieve the enterprise vision through internal and external collaboration.

Imagine a business solution that you can access anywhere, that is always up to date and gives you streamlined processes, actionable intelligence and decision-making capability across your business whether it is sales, procurement, contract hire, flexi hire, asset maintenance, asset disposal or finance.

By empowering each business role and embedding analytics in processes, Ogre makes transparency and speedy data driven decision-making an integral part of your organisation DNA allowing your business to deliver exceptional customer service while growing revenue and margins.

From fleet management to multi-modal mobility services

Suppliers of fleet management services can play a broader role beyond leasing or asset financing, says Sofico. The contracted vehicle usage (the finance/leasing perspective) can be linked to user centric, value-added mobility and connected car services by means of digital self-serve channels to create an end-to-end online customer journey. This allows for a broader and more complex supply chain of multi-modal mobility services.

To support this evolution from a systems point of view, we expanded our Miles product with a cloud-native micro-services architecture and decision support framework, dubbed Miles.next. This turns our existing Miles Core ERP application into a hybrid solution platform that can cover both automotive and multi-modal mobility; integrate seamlessly with other systems (through APIs in the cloud); provide high available web and mobile front ends and connect third party apps, services and platforms.

This puts our customers in a position to embrace the future and explore new business opportunities as true mobility aggregators with a strong focus on integration, customer self-serve and straight through processes.